Summer Interim 2016
TRAVEL COURSE INSTRUCTIONS FOR TRAVEL WITHIN THE UNITED STATES
In addition to completing the Summer Interim course proposal form, the U.S. Travel/Resident form, or U.S. Travel/Non-Resident form for the appropriate classification (Undergraduate and/or Graduate) should be prepared and attached to the course proposal. Forms are available on the Interim web site (www.interim.ua.edu).
The rates included on these forms should be final and will be the charge assessed the students who enroll in these classes. Note: tuition will be billed as a separate line item although it is included in the course total amount on the travel course form. Questions related to developing this information? Contact Kristy Pritchett 348-5350, or firstname.lastname@example.org.
Informing Students of Travel Course Costs
Have copies of the final version of the travel course form available for students who are considering enrolling in the travel course. A copy of the travel course form should also be provided to all students who enroll in the course. This form provides costs, payment amounts and payment dates that apply to travel-only courses, and it is the responsibility of the instructor to provide this information to those who enroll.
Enrolling Students in Summer Interim Travel Courses
Enrollment in these type of courses requires the approval of the instructor before the student can be enrolled. If approved, the department offering the course will provide the student a permit in Banner. This will allow the student to register through the mybama site. Note: If a potential attendee is new to the University, the individual must be admitted. Contact Undergraduate Admissions for further information.
Deposit Payments for Summer Interim Travel Courses
As indicated on the travel form, an initial deposit ($250 for an in country course) is due by March 28, 2016 and, in most cases, the balance of the travel fee portion is payable by April 11, 2016.The purpose of these payments is two fold; the initial deposit payment assists in confirming the student’s intent to take the course, and the second payment provides funds for those costs that must be incurred in advance. If the instructor would like to increase the deposit, make the deposits sooner, etc., this is fine at the proposal stage. The travel forms need to be changed accordingly and submitted with the course proposal. If the instructor is comfortable in enrolling students with less than the balance of the travel fee by the April 11 date, then the balance of the travel fee is due by April 29, 2016 along with any other required payment.
Instruct the students to bring the payments to the cashier window in the Student Receivables Office, 105 Student Services Center on or before the due dates. These payments will be recorded as travel deposits on each student's account.
Budgeting for the Travel Course Expenses
As funds are collected, Amy Haines, email@example.com, will maintain a record of the cumulative amount of travel funds collected per in country travel course. A note of the total amounts will be sent to each Interim travel course instructor and to the Budget office periodically, beginning in March and continuing until the actual charges for tuition and the travel fees are charged to each enrolled student in early April. No income will be recorded to the department's income account until the student accounts are actually charged.
The memo to the Budget office will allow the instructor or academic department to utilize the funds collected toward the trip expenses. The academic department should prepare the actual budget transfer entry and submit it to the Budget office.
Paying for Travel Expenses
Work with the college’s business manager for assistance in handling the purchase of travel expenses.
Summer Term Billing
The summer registration bill, which includes the Interim session, will be available for the student to view on the web and make payment beginning April 11, 2016. Payment or payment arrangements must be made by Friday, April 29, 2016, to confirm a student’s enrollment for the summer term.
Eligible students (all except those whose total costs are covered by aid, scholarships, or outside contracts, etc.) will be offered a deferment option on the registration bill. In the case of a travel course, payment of the entire travel fee, any prior term outstanding amount, and a minimum of one half of all other summer registration charges is required to confirm enrollment by the April 29, 2016 deadline. If this option is elected, a $30 deferment fee is added to the account.
Follow up on Student Enrollment and Payment for a Travel Course
Amy Haines will send an enrollment/payment status report to each instructor approximately weekly beginning in April. This report will list the students enrolled in each course, and the total amount paid to date by each student. The purpose of this report is to provide a means for the instructor to monitor the status of the course. Any enrolled student who has not made the final payment by the April 29, 2016 deadline should be contacted by the instructor. Students who have not paid or made payment arrangements with the office of Student Receivables should not be allowed to go on the trip. Enrollment will be canceled if not paid. If you have questions about who has paid at times other than the standard reporting dates, please contact Amy Haines (firstname.lastname@example.org), 348-5352, 105 Student Services Center).
Domestic travel course forms can be found at http://cost.ua.edu/summer-interim-forms.html and www.interim.ua.edu.
* All international travel courses will be administered by the Education Abroad. Education Abroad will notify Academic Affairs of all international courses. Contact Education Abroad, email@example.com, for assistance in the proposal phase of Summer Interim course development.